Running the sample workflow that uses electronic forms to print jobs

The ElectronicFormJobSample workflow demonstrates how to combine electronic forms with data in PDF files for jobs. The sample workflow prints some jobs by combining electronic forms with data. It prints other jobs on preprinted forms. The workflow is installed with the Preprinted Forms Replacement feature.

The workflow includes two branches:

  • The [1] Electronic branch sends jobs with Electronic in the job name through the CombinePDFWithForm step, which combines the electronic forms with the data. The jobs then go to the CountPages step. When the jobs reach the PrintJobs step, they are printed on plain paper.
  • The [2] Preprinted branch sends jobs that do not have Electronic in the job name directly to the CountPages step. Those jobs bypass the CombinePDFWithForm step and are printed on preprinted forms.

The sample objects and files used in this workflow include:

  • Workflow: ElectronicFormJobSample
  • Input device: ElectronicFormJobFolder
  • Media object: ElectronicFrontAndBack
  • PDF files:
    • ElectronicJob.pdf
    • PreprintedJob.pdf

    These simplex jobs, which are identical except for their job names, have 500 pages of variable name and address data with a letter salutation.

    The printed output of both jobs is 500 customer letters with information about a rewards program on the front and footnotes on the back.

    The sample workflow processes the PreprintedJob.pdf file as a simplex job that prints on the preprinted form that the ElectronicFrontAndBack media object represents. The preprinted form has the static text of the customer letter on the front side and the static text of the footnotes on the back side.

    The sample workflow processes the ElectronicJob.pdf file by converting it from a simplex job to a duplex job that prints on plain paper. The sample workflow creates the front pages of the duplex job by combining an electronic form with the variable name and address data. The electronic form has the static text of the customer letter. The sample workflow creates the back pages of the duplex job by adding an electronic form with the static text of the footnotes.

To run the sample workflow:

  1. Click the Main tab.
  2. In the Input Devices portlet, right-click the ElectronicFormJobFolder hot folder and select Enable and Connect.

    The first time that you enable and connect the hot folder, RICOH ProcessDirector submits the ElectronicJob.pdf and PreprintedJob.pdf jobs to the ElectronicFormJobSample workflow.

    The jobs move through the workflow and stop at the PrintJobs step. Both jobs are in the Device unavailable state, waiting for the Sample printer to be enabled.

  3. Review the ElectronicFrontAndBack media object.
    1. Click the Administration tab.
    2. In the left pane, click Objects ⇒ Media.
    3. Right-click the ElectronicFrontAndBack media object and select Properties.
    4. To view the electronic form for the front of the media, click the blue Front of form link.

      The PDF page used for the front of the form opens in a new browser tab.

    5. When you are finished viewing the form, close the tab.
    6. To view the electronic form for the back of the media, click the blue Back of form link.

      The PDF page used for the back of the form opens in a new browser tab.

    7. When you are finished viewing the form, close the tab.
    8. Look at the value of the Media name for printing property.
      The property is set to None.
  4. Review the PreprintedJob.pdf job.
    1. Right-click the job and select View.

      You see 500 pages of variable name and address data with a letter salutation.

    2. Click Close.
    3. Right-click the job and select Properties.
    4. Click the General tab.

      Duplex is set to No.

    5. Click the Scheduling tab.

      The Media value is ElectronicFrontAndBack.

  5. Review the ElectronicJob.pdf job.
    1. Right-click the job and select View.

      You see 1,000 pages: 500 customized letters with variable name and address data and static text about a rewards program on the front. On the back of the letter are footnotes with static text.

    2. Click Close.
    3. Right-click the job and select Properties.
    4. Click the General tab.

      Duplex is set to Yes.

    5. Click the Scheduling tab.

      The Media value is Not set.

    The ElectronicJob.pdf job entered the workflow with the same property values as the PreprintedJob.pdf job:

    • Duplex was set to No.
    • Media was set to ElectronicFrontAndBack.

    When the CombinePDFWithForm step processed the ElectronicJob.pdf job, it combined the forms with the data and changed the job from simplex to duplex.

    Because the Media name for printing property on the ElectronicFrontAndBack media object is set to None, the CombinePDFWithForm step removed the ElectronicFrontAndBack media name from the job. Setting the property to None causes the job to print on whatever paper is used when jobs do not specify media.

Related information:

Preprinted Forms Replacement
CombineAFPWithForm
CombinePDFWithForm
ElectronicFormJobSample
ElectronicFormDocSample
ElectronicFormJobFolder
ElectronicFormDocFolder
ElectronicFormJobSample
ElectronicFormJobFolder
ElectronicFrontAndBack
Usage scenario for printing jobs on plain paper instead of preprinted paper
ElectronicFormJobSample
ElectronicFormDocSample
Modifying a workflow to use electronic forms with PDF jobs
Modifying a workflow to use electronic forms with AFP jobs
Parent topic: Setting up to use electronic forms